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Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
To uncover the unique challenges youre facing, we surveyed organizations just like
yours. Our hope is that youll use this report to see how your data management
practices match up. As you read it, dont be afraid to ask yourself if youre happy
with where you are or if you could be better in specific areas.
next steps
Survey responders reported both successes and struggles. In the following pages,
we look at responses to each question and discuss trends and best practices for
individual data management topics.
We hope youll find this report helpful in validating your own data backup and
recovery practices as well as in finding areas for improvement.
The Benchmark
Report Survey
Process
Yours truly,
Blaine Rigler
key findings
Blaine Rigler
Senior Vice President and General Manager, Data Backup and Recovery
Iron Mountain Incorporated
How The Cloud Changes Disaster Recovery, Industry Perspectives, Data Center Knowledge, July 2011
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
2%
4%
12%
2%
2% 7%
14%
Data Recovery
Events
21%
49%
54%
Next Steps
The Benchmark
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Process
26%
34%
Data Availability
Disaster Recovery
68%
Data Recovery
(continued)
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
6%
8%
20%
23%
13%
30%
Data Recovery
Events
Next Steps
The Benchmark
Report Survey
Process
29%
32%
37%
(continued)
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
The Benchmark
Report Survey
Process
13%
20%
12%
16%
20%
23%
24%
27%
33%
Executive
Summary
Data Backup
and Recovery
Challenges
Summary
At first glance, many responders seem to have a good handle on their backup
windows, with 28% able to complete all backups without issue and 39%
completing backups within their allotted windows most of the time.
Storing and
Securing
Backup Data
So with data growing as it is, how can nearly 70% of responders be having such
success with their data backup windows?
1
Survey question: What kinds of challenges are you experiencing with your
data backup windows?
11%
Data Recovery
Events
Next Steps
Recommendations
Data Backup
Windows
Retention and
Destruction
Policies
Analysis
22%
The Benchmark
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Process
28%
Highlights
N
early 70% of responders are
having some success with their
data backup windows
Incremental disk- and cloud-based
backups are lengthening backup
windows
S
ome organizations sacrifice
system performance to meet
backup windows
3
3% routinely miss their windows,
compromising their ability to
recover data when needed
W
ith a strategic retention policy,
organizations can reduce the
amount of backup data
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Analysis
Recommendations
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
The Benchmark
Report Survey
Process
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Analysis
Recommendations
When you have a retention strategy that balances the need for
readily accessible, legally required information against your own
resource and budget constraints, youre able to reduce costs,
protect your organization from unnecessary legal risks and
increase overall confidence in your backup processes.
Blaine Rigler, Sr. VP, Data Backup and Recovery, Iron Mountain
Next Steps
The Benchmark
Report Survey
Process
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Analysis
Recommendations
Retention and
Destruction
Policies
4%
Onsite/on-premises utilizing
tape and/or disk offerings
20%
Data Recovery
Events
48%
Next Steps
28%
Other
Highlights
M
any organizations have concerns
about the security and scalability
of cloud backup
4
8% store their backups onsite,
leaving them unprepared to
recover from disasters
T
rigger events and regulations are
drivers to store tapes offsite with a
third party
F
inding a partner you can trust is
key to successfully storing data
offsite
T
he right partner can identify,
restore and deliver your
information when its needed
The Benchmark
Report Survey
Process
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Analysis
Recommendations
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
On the other hand, companies in the 28% that use offsite, offline
services like tape vaulting, typically do so because theyve gone
through a trigger event (e.g., outage, natural disaster, audit,
etc.) or they do business in a regulated industry (e.g., Finance,
Healthcare, etc.). We also find that some companies move
their backups offsite with a third party because one of their IT
people did it at a previous job, and he or she now has a built-in
appreciation for the value of offsite tape vaulting, says Sharpe.
Next Steps
The Benchmark
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Process
10
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Analysis
Recommendations
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
Organizations of all sizes and in all industries should find a partner they can trust to secure their critical backup data
offsite and provide the auditable chain-of-custody, environmentally controlled facilities and accelerated recovery capabilities
they require.
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11
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
In regards to data retention and destruction procedures, responders ran the gamut
from keeping everything forever (25%) to following a formal, company-wide
retention and destruction policy (17%).
Survey question: How does your organization determine what data to save
and what to destroy?
We have a retention policy, and some
areas of our organization use it as a
guide for data storage and deletion.
13%
29%
16%
Next Steps
17%
The Benchmark
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Process
Recommendations
Retention and
Destruction
Policies
Data Recovery
Events
Analysis
25%
Highlights
O
rganizations that keep data
forever may not be aware of their
legal exposures
R
ecovery objectives are
jeopardized when you have to
search through all data to recover
R
eactively deleting data due to
storage constraints has business
and legal consequences
T
he 46% with retention policies
need to make sure they are applied
across all data formats
C
ompanies should develop a
universal records retention and
destruction policy
12
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Analysis
Recommendations
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
The Benchmark
Report Survey
Process
Another group with legal and business exposure is the 13% that
reactively deletes information when they reach storage capacity.
These companies run the risk of prematurely removing data
before its retention schedule has expired which has its own
set of legal consequences as well as inadvertently deleting
information that is vital to business operations. After all, reactive
deleting is often done in haste and without careful consideration.
13
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Analysis
Recommendations
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
The Benchmark
Report Survey
Process
Organizations should develop a universal records retention and destruction policy that is applied across all business
units and addresses all of its records, regardless of media, that are created or received by the organization in the conduct
of business. This retention schedule should be updated every 12 to 18 months to reflect changes in regulations, industry and
the business.
14
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Recommendations
Highlights
4
5% reported smooth
sailing, but the types of
recovery events were likely
a factor
45%
D
isk backup supports RTOs,
but it can absorb glitches
and viruses in real time
28%
Data Recovery
Events
2
2% were only able to
achieve a partial recovery,
if at all
15%
7%
5%
Next Steps
None. Its been smooth sailing.
The Benchmark
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Process
Analysis
O
rganizations should
define a disaster recovery
plan and test that it works
A
s data continues to grow,
your recovery strategy
takes on more importance
15
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Analysis
Recommendations
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
The Benchmark
Report Survey
Process
16
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Analysis
Recommendations
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
Organizations should perform an assessment of their entire environment and develop a classification and retention
plan that matches their backup and recovery procedures with the needs of the business. And, once this step is completed,
they should also conduct tests to confirm they can meet all defined service level agreements (SLAs) and recovery objectives.
The Benchmark
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Process
17
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
Data Recovery
Events
Next Steps
For more information about Iron Mountain Data Backup and Recovery solutions,
please visit www.ironmountain.com.
The Benchmark
Report Survey
Process
18
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
26%
Next Steps
The Benchmark
Report Survey
Process
43%
31%
(continued)
19
Executive
Summary
Data Backup
and Recovery
Challenges
Data Backup
Windows
Storing and
Securing
Backup Data
Retention and
Destruction
Policies
49%
30%
Data Recovery
Events
24%
26%
18%
25%
Conclusion
14%
14%
26 TB to
100 TB
More than
100 TB
The Benchmark
Report Survey
Process
1 250
251 5,000
5,001 20,001+
Less than
1 TB
1 TB to
5 TB
6 TB to
25 TB
20
US-MV-BR-072911-001
2011 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated
in the U.S. and other countries. All other trademarks and registered trademarks are property of their respective owners.